Passenger Name Record (PNR)

Transcription

1 Passenger Name Record (PNR) 2002, Worldspan L.P. All Rights Reserved.

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3 Table of Contents Introduction...1 PNR Function Identifiers...2 Sections of a PNR...3 Name Field...3 Modifying/Editing a Name Field...5 Itinerary Field...7 Connecting Flights...8 Waitlist Sell...9 Modifying the Itinerary Field...9 Cancel Segments/Cancel & Rebook...10 Phone Field...12 Modifying/Deleting the Phone Field...13 Ticketing Field...14 Modify/Delete the Ticketing Field...16 Received From Field...16 Modifying/Deleting the Received Field...17 Optional PNR Fields...18 Modifying/Deleting the Remarks Field...19 Form of Payment...20 Modifying/Deleting the Form of Payment Field...23 Address Remarks...23 Modifying/Deleting the Address Field...26 Modifying/Deleting the Unique Remarks Field...29 Accounting Remarks...30 Modifying/Deleting Accounting Remarks...31 Seat Maps...32 Seat Assignments...35 Modifying/Deleting Seat Assignments...36 Stored Fare Quote...37 Modifying/Deleting the Fare Quote Field...38 GFAX OSI/SSR Messages...39 Modifying/Deleting the Special Services Fields (OSI, SSR)...40 Advanced Passenger Information Processing...41 Retrieving a PNR...46 Retrieving Waitlist PNR s Page i

4 Table of Contents Similar Names...47 End Transaction...48 Ignoring a PNR...49 PNR Active / Simultaneous Change...49 Copy/Clone a PNR...51 Reduce Number in Party...52 Dividing a PNR...53 Parts of a PNR...56 History...57 Reading History...58 Group Bookings...61 Group Name...61 Changing Group Names...62 Group Passenger Names...63 Name Count...64 Dividing Group PNR s...64 Reducing Group PNR s...66 Group Seat Assignment...67 Page ii 1002

5 Basic Reservations Passenger Name Record (PNR) Introduction References: HELP PNR INFO PNR A Passenger Name Record (PNR) is the passenger(s) automated file containing information regarding travel arrangements. Worldspan purges PNRs with air and/or a combination of air and auxiliary (AUX) segments 24 hours after the last travel date in the PNR. PNRs containing only auxiliary (AUX) segments purge 30 days after the last IN date of the last segment in the PNR. A PNR has 4 mandatory fields and several optional fields. Various field codes appear in the PNR to identify different types of information. The information can be entered in any order. Upon redisplay, Worldspan always sorts the data in the same sequence. Each PNR has a unique 6-character alpha numeric file address called a record locator. Worldspan assigns the record locator upon End Transaction Page 1

6 Passenger Name Record (PNR) Basic Reservations PNR Function Identifiers Certain characters are used to identify the different sections of a PNR. The table below lists the most common and basic fields in a reservation. Function Identifier Name Explanation 2 FLIFO Flight information 3 GFAX General facts OSI and SSR message requesting a specific service 4 Pricing/Seats/Fares 4P Price and store fares. 4R - Reserve seats. 4F - Fares display and rules. 5 Remarks Free form areas used to store addresses, form of payment, and unique information etc. 6 Received Person making the booking 7 Ticketing Definite ticketing arrangements 8 Ticketing time limit Un ticketed passenger 9 Phone Telephone contact 0 (zero) Segment Segment sell, part of air, car, or hotel etc. - Name Passenger(s) name Page

7 Basic Reservations Passenger Name Record (PNR) Sections of a PNR The following four PNR fields are mandatory: Phone Field (9) Itinerary (0) Name Field (-) Ticketing Field (7/8) An easy way to remember the mandatory fields of a PNR is the word PINT. Name Field References: HELP NAME INFO NAME HELP PTC The function identifier for the name field is (-). A basic name field contains the passenger s surname, given name, and optional middle initial. The name field can also include a title such as Doctor, General, Ambassador, Mr., Mrs., etc. The industry has established Passenger Type Codes (PTC s) for pricing purposes. PTC s ensure correct fare application to each passenger in the name field. Unless you specify otherwise, Worldspan defaults to ADT (for adult) for each name field when not specified. Following is a short list of the most common PTC s used, also refer to HELP PTC for a complete list of Worldspan recognized codes Page 3

8 Passenger Name Record (PNR) Basic Reservations PTC Code Explanation ADT Adult CNN Child (NN = Childs age 02-11) INF Infant without a seat INS Infant with a seat SRC/SNN Senior Citizen GVT Government Travel MIL Military Examples: 1. Single passenger name field -FOWLER/MARSHA * ENTRY: -FOWLER/MARSHA 2. Single name PNR with PTC -GRIFFIN/CARMEN.DR*SRC * ENTRY: -GRIFFIN/CARMEN.DR*SRC PTC s are entered immediately following the last initial or name and preceded by an asterisk (*). When combining adults and other PTCs, the adult (ADT) must be specified. Page

9 Basic Reservations Passenger Name Record (PNR) 3. Multiple name PNR with multiple PTCs ENTRY: -FREEMAN/ROBERT/VANESSA/PAUL*2ADT/C05 -FREEMAN/ROBERT/VANESSA/PAUL*2ADT/C05 * When the PNR is redisplayed, the name field appears as: 1.3FREEMAN/ROBERT/VANESSA/PAUL*2ADT/C05 2.1FOWLER/MARSHA*ADT 3.1GRIFFIN/CARMEN.DR*SRC Several fields PNR fields can be linked together before entering the information; an end item (#) must separate each field. ENTRY: -BARNES/CARLA.MS#-ESTES/JEAN.MS Modifying/Editing a Name Field Reference: HELP -@ The function identifier for change Name changes are reflected in history. To delete or change a name, start by identifying which name should be modified. *N displays the name field. In both the change and delete entries the first number is the name item number and the second number is the number of the name within the surname group. 1.2COOK/BETTY/LARRY*2ADT 2.1BAILEY/BARBARA*ADT 1002 Page 5

10 Passenger Name Record (PNR) Basic Reservations Example Change the first name field to the last name COOKE and the first names of BETTI and TOM. ENTRY: When changing a surname all of the name field information must be re-entered. A shortcut entry can be used when changing the first name or PTC. See the following chart for examples. Entry -2@.1/ROGER -1@.2/JERRY -1@.1/RICHARD -1@.2*GVT -1@.1/RICHARD*SRC -2@ or -2.1@ -1.2@ -1@ Explanation Change the second name field, first passenger from Barbara to Roger Change the first name field, second passenger from Larry to Jerry Change the first name field, first passenger from Betty to Richard Change the PTC for the first name field, second passenger from ADT to GVT Change the first name field, first name from Betty to Richard with a new PTC code of SRC Delete the second name field Delete the second passenger in the first name field Delete the entire first name field Page

11 Basic Reservations Passenger Name Record (PNR) Itinerary Field References: HELP ITIN INFO ITIN An itinerary contains the passenger s request for flights and related services. The Itinerary Field can include a flight, car, hotel, rail, or other travel segments. There are two methods to build an itinerary: Sell from availability Manual sell, sometimes referred to as long sell Sell from availability (single flight) ENTRY: 0 1 Y 1 line number in availability display class of service number in party field identifier (zero) Manual sell By knowing the flight number and airport codes, flights can be sold directly. (Carrier code is optional when selling carrier s own inventory). ENTRY: 0 UP859 Y 02JAN DAYMIA NN1 request action code and number in party airport codes date class of service airline code and flight number field identifier (zero) 1002 Page 7

12 Passenger Name Record (PNR) Basic Reservations Connecting Flights There are two methods to sell connecting or multiple flights from availability. Examples: 1. Sell 2 Y seats from lines 3 and 4 in availability ENTRY: 0 2 Y3 Y4 class and line number for second segment class and line number for first segment number of seats sold field identifier for sell (zero) 2. Sell 2 Y seats from lines 3 and 4 in availability ENTRY: 0 2 Y3 * use the same class of service for all for all connecting flights class and line number for first flight number of seats sold field identifier for sell (zero) Page

13 Basic Reservations Passenger Name Record (PNR) Waitlist Sell Reference: HELP WL Sometimes the desired flight is sold out and a passenger needs to be waitlisted. If the flight is still available for waitlist, use the following format: ENTRY: 0 L 2 Q3 class and line number number in party waitlist indicator field identifier for sell (zero) 1 KX 107Q 01AUG MIAGCM HL2 905P 925P/O PLEASE ADV PSGRS TO RECONFIRM Modifying the Itinerary Field Reference: HELP IAS When adding to an existing itinerary, segments are automatically changed to fall in chronological order. The insert after (/) function enables segments to be placed into an existing itinerary in the proper order. Additionally, segments can be moved within the existing itinerary to reposition them in the proper order Page 9

14 Passenger Name Record (PNR) Basic Reservations ENTRY: /0 (INSERT AFTER LINE 0 ZERO) NEXT FOLLOWS 0 At this point, any segments sold follow 0 until the itinerary is redisplayed. When *I or *R is entered, Worldspan renumbers the itinerary segments and the insert after mode is exited. Entry /2/01Y1 Explanation Insert after segment 2 and sell 1 Y seat from line 1 of availability /2/0KX103Y15NOVMIAGCMNN1 Insert after segment 2 and manual sell flight /2S5 Insert segment 5 after segment 2 Cancel Segments/Cancel & Rebook Reference: HELP XITIN The function identifier for cancel is X. This function can be used to cancel a segment or to cancel and rebook in a new class of service or date. The end item (#) is used as a separator for cancel and rebook entries. Page

15 Basic Reservations Passenger Name Record (PNR) Entry Explanation X2 Cancel segment 2 X2#0/M Cancel segment 2 and resell same flight in M class of service X2#0/15SEP Cancel segment 2 and resell same flight for 15SEP travel date X2#0/M15SEP Cancel segment 2 and resell same flight, M class for 15SEP X1/4/6 Cancel multiple segments X3-5 Cancel range of segments Segment Continuity Worldspan checks to ensure the itinerary is booked in the correct date and city sequence. If the itinerary does not pass this check, the following error response is returned: CK ITIN SEG 02 IF DUPES BOOKED AIRLINE MAY CANCEL Worldspan recognizes cities with co-terminal airports. The industry standard co-terminal airports do not return this error response. If there is a difference in the arrival and departure cities, industry standards require an ARNK (arrival not known) segment to be entered. Worldspan also requires an ARNK when the arrival flight is waitlisted or the following error response is returned: CNFRMD SEG AFTER LSTD SEG 04 To insert an ARNK segment in the itinerary follow the example below. This example would insert an ARNK segment after segment 2 in the itinerary Page 11

16 Passenger Name Record (PNR) Basic Reservations ENTRY: /2/0A 1 KX 105Y 15NOV TH MIAGCM SS1 530P 650P/O 2 KX 102Y 30NOV FR GCMMIA SS1 805A 925A/O 3 ARNK 4*DL5019Y 10DEC MO MCOMIA SS1 220P 333P/O Phone Field References: HELP 9 INFO 9PHONE The function identifier for the phone field is (9). Each PNR requires at least one phone field item. This area should be used to store contact information for the person traveling or the person to receive information regarding schedule changes. The phone field can contain a maximum of 99 items or lines. 9* T/PAT * ENTRY: 9 * T / PAT agent name optional indicator area code and phone number field identifier The displayed phone item in the PNR is shown below. P- 1.MIA T/PAT Page

17 Basic Reservations Passenger Name Record (PNR) Using the asterisk (*) after field identifier (9) allows Worldspan to automatically insert the correct city code for your location. This saves keystrokes and ensures accuracy and proper queuing of the PNR. A different city code can be entered following the function identifier to accommodate various cities for contact information. To help identify the type of phone contact information, you can include the following optional fields: Indicator A B C F H P T Explanation Accommodation (hotel) Business Cellular phone Facsimile Home Pager Travel Agency Modifying/Deleting the Phone Field Reference: HELP 9@ The first phone field in the reservation should contain the airline unique phone field or pseudo city code. This field secures the PNR ownership and proper queue placement. Changed or deleted phone field items are recorded in history. *PP displays the phone field and items are numbered. The function identifier for changing or deleting the phone field When phone fields are deleted, Worldspan renumbers the remaining items. For this reason, phone fields should be deleted in descending order. Phone fields can also be inserted between numbers using the insert after function Page 13

18 Passenger Name Record (PNR) Basic Reservations Entry T/CAYMAN AIRWAYS/PAT Explanation Change the first phone field to reflect the new phone and agent information Delete the second phone field Delete phone fields 4 and @ Delete a range of phone fields, 1 through 3 90/ATL Insert phone number as the first phone field Ticketing Field References: HELP 8 INFO 8 HELP 7 INFO 7 Only one ticketing field is allowed per PNR, however, there are two ticketing field designators. The number eight (8) is used to indicate a ticket time limit. The number seven (7) indicates ticketing arrangements or the ticket number. Function identifier 8 Entry 8TL30 8TL6P/17JUN 8TLDCA/AA3P/16JU N 8TL1D 8TL2D Explanation Time limit (cancel 30 minutes prior to departure) Time limit with time and date OAL ticketing (ticketing airport/carrier, time/date to be issued) Time limit 1 day (creates TL 24 hours later) Time limit 2 day (creates TL 48 hours later) Page

19 Basic Reservations Passenger Name Record (PNR) The examples above display in the PNR as: T- 1. TL30 T- 1. TL600P/17JUN T- 1. TL/DCA/AA300P/16JUN T- 1. TL1138A/21JUL T- 1. TL1138A/22JUL Worldspan places the PNR on queue 12 if the time limit expires without ticketing and contains: Auxiliary or OAL (other airline) segments International space More than 4 unflown air segments or 4 passenger in party Corporate or group name present Boarding pass issued PNR caught in SIMULTANEOUS CHANGE situation Function identifier 7 Function identifier 7 is used to designate a ticketing arrangement. The most common ticketing arrangements are 7TAX, 7TAW, and 7TAM. This format for the ticketing field contains information such as the date to issue the ticket and ticketing category (allowing PNR s to be sorted on the ticketing queue). 7TAX, 7TAW, and 7TAM place PNR s on queues 8, 9, and 10 respectively. These ticketing formats require the notation of a queue category, most commonly 00. Worldspan places PNRs on queue the day before the tickets are due to be issued. HELP 7FIELD displays a list of options. If you have automated ticketing, Worldspan updates the ticketing field with the ticket number. ENTRY: 7TAW/00/15JAN day and month tickets to be issued queue category desired function identifier (ticket at will) 1002 Page 15

20 Passenger Name Record (PNR) Basic Reservations The format 7T/ is used to show a ticket has been issued. Information after the slash (/) is optional free flow. 7T/REISSUE * ENTRY: 7T/REISSUE Modify/Delete the Ticketing Field When changing the ticketing field, use the function identifier of what the new field will be and not what the old field was. See HELP 7@. Entry 7@TAW/01/08AUG 8@TL30 Explanation Change a time limit (8) to a ticketing arrangement (7) Change a ticketing arrangement (7) to a ticket time limit (8) Received From Field References: HELP 6RCVD INFO 6RCVD Each time an end transaction occurs on a PNR, Worldspan evaluates what has changed. The system then records this information in the history of the PNR with information on who requested the change provided the received from field was entered. Page

21 Basic Reservations Passenger Name Record (PNR) Only one received (6) from field is allowed per End Transaction (ET) process; information entered in this field is free flow. If not manually entered, the default recorded in history is P/ indicating the passenger made the reservation or change. In order to avoid future problems, it is recommended to use the actual name of the individual making the change or reservation. Entry 6PSGR/MR.BROWN 6AGCY/MARY 6PSGR.SEC/CARLA Explanation Indicates passenger made the change and passenger s last name Indicates travel agency made the change and agent s name was Mary Indicates passenger s secretary (Carla) made the change Note: Worldspan does not retain spaces within this field. Use periods to make the information easier to read. The information in this field does not appear in the face of the PNR. The entry of a received field alone does not record in history. Do not end transaction between making changes to the PNR and entering the received field or the information does not appear in history. Modifying/Deleting the Received Field The received field can only be changed for the current transaction being worked on. Once the PNR is ended, no change to the received field is allowed. Example Change the passenger name in the received field from Bob to Robert. ENTRY: 6@PSGR/ROBERT 1002 Page 17

22 Passenger Name Record (PNR) Basic Reservations To delete the current received field: ENTRY: Optional PNR Fields References: HELP REMARKS INFO REMARKS The function identifier for the Remarks Field is 5 (five). The remarks field provides different types of information. Entry Explanation 5 General remarks 5/ Address information 5$ Form of payment 5.A or 5.B etc. Unique remarks 5- Accounting remarks General Remarks General remarks are pertinent information for the passenger but remain local and are not transmitted to other airlines. This remarks area enables the host airline to provide an added degree of service for the customer. General remarks items are entered using the field identifier 5 followed by free flow data. There is a limitation of 2 characters minimum and 69 characters maximum per line. General remarks removed from the PNR are not retained in history. (after PNR redisplayed) M- 1.PSGR ADVD PASSPORT RQRD ENTRY: 5PSGR ADVD PASSPORT RQRD Page

23 Basic Reservations Passenger Name Record (PNR) Modifying/Deleting the Remarks Field Worldspan numbers each remark item. Split party and any other system generated remark items cannot be deleted or modified. General remarks do not appear in history. Remarks should be deleted in descending order as Worldspan renumbers the remaining items once a deletion occurs. For example, if remark items 3, 5, and 7 need to be deleted, delete item 7, then 5, and then 3. Entry Explanation 51@PSGR RCFM 10OCT Change the first remark field 51@ADVD PSGR GAF#52@PSGR INSISTS Change the first and second remarks field in the same entry MAIL TKTS 52@ Delete remark item @ Delete remark range, items Page 19

24 Passenger Name Record (PNR) Basic Reservations Form of Payment Reference: HELP FOP INFO FOP The function identifier for the form of payment field is (5$). Worldspan provides for several forms of payment: cash, check, credit cards, and government transportation request. The PNR allows a single form of payment with multiple lines of information. Depending on the setup, two to four lines of information print on the ticket. Entry 5$CK 5$CA 5$GR 5$CC Explanation Check or money order Cash Government transportation request (GTR) Credit card Check and cash forms of payment (FOP) stand alone, meaning you cannot include other information on the same line. When more information is necessary, it can be entered on the secondary form of payment line (5$/). Additional information is optional with the GTR (Government Transportation Request); however, if the form of payment is credit card, Worldspan requires more information. ENTRY: 5$CCVI N digit expiration date card indicator* credit card account number credit card vendor code Page

25 Basic Reservations Passenger Name Record (PNR) * There are two indicators for credit card transactions. If the credit card is not in hand (phone, , or fax transactions), the code is N for not present is used. If the customer presents the card, the code is P for present. When the form of payment is credit card, you can add an optional secondary line of information providing the credit card holders name and/or address. The 5$ format is followed by slash (5$/) and freeflow information. ENTRY: 5$/JOSE GARCIA 123 OAK STREET ATLANTA GA Credit Card Codes A list of credit cards Worldspan processes online can be found at HELP CRDC. Credit Card Manual Approval Reference: HELP CK/ When a ticket is issued through Worldspan, the credit card is automatically processed and the approval code prints on the ticket. Worldspan also allows a manual approval code to be obtained. This approval code is issued in the system default of U.S. Dollars. The manual approval process also allows the billing address to be verified. If approval is needed in another currency the two-letter country code must be included after the expiration date. Examples: 1. Basic entry for $275 approval ENTRY: CK/AX /275/ Page 21

26 Passenger Name Record (PNR) Basic Reservations 2. Credit approval and address verification (U.S. Dollars) ENTRY: CK/AX P0905/201 TENTH ST/30329/325/12345 industry number dollar amount zip code street address (billing address) expiration date * indicator 3. Credit approval conversion in British Pounds ENTRY: CK/AX N0704/GB/200/12345 agt number amount country code The manual approval is added to the PNR for reference using the following format: ENTRY: 5$/ approval code function identifier Page

27 Basic Reservations Passenger Name Record (PNR) Modifying/Deleting the Form of Payment Field The form of payment field requires special attention. The form of payment field cannot be changed. It must be deleted and re-entered. Both entries can be combined into one single entry. When the form of payment field is deleted, all secondary information is deleted as well. Entry #5$/JAMES BOND Explanation Delete the form of payment and re-enter as cash Delete the form of payment and re-enter as credit card with secondary information Delete the form of payment Address Remarks Reference: HELP 5/ INFO 5/ There are several styles of address fields. They each require a minimum of 3 lines of data, which you must enter consecutively. Each line has a maximum of 35 characters. The information can be entered in one line separated by end items (#). ENTRY: 5/NAME 5/ADDRESS 5/CITY STATE ZIP CODE OR 5/NAME#5/ADDRESS#5/CITY STATE ZIP CODE 1002 Page 23

28 Passenger Name Record (PNR) Basic Reservations Billing Address The address field used for a credit card form of payment is represented using the letters N, A, B, and C. It also represents the location to receive the invoice when necessary. Line B is optional and Worldspan adds this line programmatically when left blank. Only one set for this address field is allowed. The lines must be entered consecutively and the last field 5C/ must end with a 5-digit zip code. ENTRY: 5N/ NAME 5A/ STREET ADDRESS 5B/ OPTIONAL 5C/ CITY-STATE-ZIP CODE Or ENTRY: 5N/MS. KARIN PATEL#5A/123 OAK ST#5C/ANYTOWN GA Page

29 Basic Reservations Passenger Name Record (PNR) Mailing Address The mailing address is used when different from the billing address. If the addresses are the same, only one is required. The MB line is optional and Worldspan inserts it as a blank line if this information is not entered. Only one of this type of address field is allowed. The address lines must be entered consecutively and must end with a 5- digit zip code. ENTRY: 5MN/NAME 5MA/STREET ADDRESS 5MB/OPTIONAL 5MC/CITY-STATE-ZIP CODE Various types of address fields are not necessary unless they are needed. The redisplayed PNR looks like the example below. M- 1./KARIN PATEL 2./123 OAK ST 3./ANYTOWN GA N/KARIN PATEL 5.A/650 MAIN STREET 6.B/5TH FLOOR 7.C/ANYTOWN GA MN/KARIN PATEL 9.MA/100 BAKER STREET 10.MB/ 11.MC/ANYTOWN GA Page 25

30 Passenger Name Record (PNR) Basic Reservations Modifying/Deleting the Address Field Reference: HELP 5/ HELP ADDRESS The address field must be changed or deleted using the remark item number. Examples M- 1./LINDA KING 2./123 OAK ST 3./ATLANTA GA Change the city, state, and postal code ENTRY: IL Insert after address item 2 an additional address field ENTRY: 52//SUITE Delete address remark item 3 ENTRY: 53@ To change a billing or mailing address, use the line identifier. Only line identifier B can be deleted. When this line is deleted, the data is removed from that line and replaces it with a blank line. When changing the 5C/ line, it must end with a 5 digit postal code. Page

31 Basic Reservations Passenger Name Record (PNR) Examples M- 1.N/LINDA KING 2.A/123 OAK STREET 3.B/SUITE B 4.C/ATLANTA GA Change the street address to 123 Maple St ENTRY: 5A/@123 MAPLE ST 2. Change the city, state, and postal code 3. Delete the optional line B ENTRY: 5C/@PEORIA IL ENTRY: 5B/@ Optional line B remains in the PNR, without the original data Page 27

32 Passenger Name Record (PNR) Basic Reservations Unique Remarks There are 26 unique remarks fields corresponding with a different letter of the alphabet (5.A-5.Z). Unique remarks fields are only restricted by the size the PNR allows. 5.Z remarks are stored in history. Worldspan allows remarks to be categorized. For example, remarks relating to a car booking might be placed in 5.C; hotel reservation remarks might go into 5.H. These items are suppressed in the PNR so priority data is shown on the face of the PNR. All information in the unique remarks field is free flow. See HELP 5. ENTRY: 5.F FQTV NUMBER INCORRECT When there are multiple names in the PNR, a unique remark can be attached to a specified name using the N name field identifier. Examples: 1. Attach message to name field 1.1 ENTRY: 5.A N1.1* MEET LIMO AT CHECK-IN 2. Attach message to name fields 1 and 3 ENTRY: 5.E N1/3* HOTEL PREPAID 3. Attach message to names 1 through 3 ENTRY: 5.H N1//3* RQST TOP FLOOR Page

33 Basic Reservations Passenger Name Record (PNR) Modifying/Deleting the Unique Remarks Field Each set of alpha character unique remarks has their own set of numbers. To change a unique remark, the unique identifier and the number desired must be entered. Only 5.Z remarks are stored in history. See INFO 5.Z. Examples 1. Change 5.F remark number 1 ENTRY: 5.F1@FQTV NUMBER DECLINED 2. Change or add name select for 5.A remark number 2 ENTRY: 5.A1@N1.1*MEET AVIS AT CURB 1002 Page 29

34 Passenger Name Record (PNR) Basic Reservations Accounting Remarks This type of remark is usually customized for a location depending on the accounting procedures. Use the ones that apply to your company s policy. Entry 5-ER 5-IT 5-CA 5-CB 5-CD Explanation Endorsements IT tour numbers Client account number Client billing address Client delivery address Example: Enter endorsement data and tour code number ENTRY: 5-ER VALID CAYMAN AIRWAYS ONLY 5-ITIT2KX123 Page

35 Basic Reservations Passenger Name Record (PNR) Modifying/Deleting Accounting Remarks Most accounting remarks are single item fields. To change them, insert the change symbol between the 5 and the field identifier. Entry 5@-ER NON-TRANSFERABLE 52@-CB 345 MAPLE ST 52@-CB Explanation Change the endorsement data To change the Customer Billing (CB) or Customer Delivery (CD) fields, the item number must also be included Delete Customer Billing field 1002 Page 31

36 Passenger Name Record (PNR) Basic Reservations Seat Maps Reference: HELP SEAT MAP Generic seat maps exist for each equipment type and seating configurations. Seat maps are available for retrieval after Worldspan creates the map. A map can be retrieved from availability or from a PNR segment. If a seat assignment is attempted and the seat is not available, the seat map automatically displays. Step 1 Sample PNR Action YY- MBLLSJ 1.1PATEL/KARIN*ADT 1 YY 103Y 25DEC TU MIAGCM HK1 1115A 1235P/O P- 1.MIAWORLDSPAN TRAVEL/PAT T- 1.T/ TKG FAX-NOT PRICED FARE TYPE EX 2 Using the PNR displayed, use the following entry to display the seat map for segment 1. ENTRY: 41* Segment number Function identifier *** NO SMOKING MIAGCM *** 103Y/A 25DEC S MIAGCM AS112 AE 23 N 01 *0-0 A B C D E F A B C D E F 01 Z Z E E Z Z 12 Z Z Z W Z Z Z 02 Z Z Z Z Z Z W Z Z Z Z Z Z 14 Z Z Z Z Z Z 04 Z Z Z Z Z Z R R R R R R R R R. R R R R W R R R R R R W R R. R.. 09 E E W E E E E E W E E E 21 Page

37 Basic Reservations Passenger Name Record (PNR) Field Explanation 103Y/A Flight number, class of service and zone. 25DEC Date of flight S 002 is the SAK number (the number given to a seat map). 73S is the equipment code. MIAGCM Airport codes for the flight segment. AS112 Number of seats in this section which a boarding pass has not been issued. N 01 Non-smoking starts with row 1. *0-0 Rows restricted from generic search. Seat Map Codes Reference: HELP STMAPC Code Explanation Available non-smoking seat. * Early check-in at ATO. $ Seat occupied, day of flight, passenger verified. B Blocked seat, cannot be reserved, unavailable. E Emergency exit (cannot be requested by generic request). H Bulkhead. R Reserved seat. T Through passenger. W Wing area, not a seat. X Connecting passenger. Z Buffer zone, assigned at airport. Rows separating smoking and non-smoking rows Page 33

38 Passenger Name Record (PNR) Basic Reservations Basic Seat Map Entries Entry Explanation 42*F Display first class map for line 2 of availability. 42*/ Display all classes for line of availability. 42* Display map for segment 2 of a displayed PNR. Default is to the class booked. 4456/27DECSTLTPA Display seat map for specified day and city pair. 4456/STLTPA Display seat map for today. 4456/TPA Display seat for today. Default is YOUR CRT airport/city code to TPA. 4456F27DECSANTPA Display first class cabin only for future date between SAN and TPA. 4456YTPA Display coach cabin only for today from YOUR station to TPA. 4456/TPA-A Display ONLY AVAILABLE seats from YOUR station to TPA. Page

39 Basic Reservations Passenger Name Record (PNR) Seat Assignments Reference: HELP 4R Advanced seat assignment is available through Worldspan for participating airlines. The function identifier is 4R plus segment select and name select options. When the date is out of range, Worldspan creates an SSR message requesting the seats and automatically processes these SSR s when the seat map is available. Seats can be requested in many combinations for generic seats. For example, aisle forward or specific seat numbers such as, row 15 seat B. Entry Explanation 4RA All names, all segments 4RS1 All names, segment 1 4RA$FW All names, all segments, forward window. When multiple name PNR s are requested in this format, the first name receives the requested seat and other passengers adjacent seating. 4RA$W$R23 All names, all segments, window seat, row 23 4RA$15A All segments, seat 15A 4RA$15A15C Specific seats for multiple passengers. Number of seats must match with number of passengers, otherwise name select must be used. 4RA-1.1$15A All segments, name 1.1, seat 15A 4RS1-2.1$15A Segment 1, name 2.1, seat 15A Notes: Worldspan default is non-smoking aisle seat. If a seat that is already assigned is requested, a seat map automatically displays Page 35

40 Passenger Name Record (PNR) Basic Reservations Modifying/Deleting Seat Assignments Reference: HELP The participation level in Worldspan s seat assignment program as well as bi-lateral agreements between airlines determines the ability to reserve seats between airlines. However, a few basic rules apply to all airlines. Canceling flight segments automatically cancels seat assignments. Canceling a name also cancels the seat. Changing a name does not cancel the seat. During schedule changes or flight reaccommodation, Worldspan reassigns the seats. Modified seat assignments appear in history. The change process is similar to others in that the seat function identifier (4R) and the change symbol (@) are used. Entry Explanation 4R@1$WF Modify seat item number 1 4R@-1.1$WF Modify seat for name 1.1 4RX Cancel all seats for all segments 4RX1 Cancel all seat for segment 1 4RX-1.1 Cancel all seats for name 1.1 Page

41 Basic Reservations Passenger Name Record (PNR) Stored Fare Quote Reference: HELP QUOTE The format 4PQ (stored fare quote) adds the fare quote to the PNR. This becomes a permanent part of the reservation and moves to history when changed or deleted. Example PNR 1.1ADAMS/SUSAN*ADT 1 KX 103Y 15NOV TH MIAGCM HK1 1115A 1235P/O 2 KX 102Y 30NOV FR GCMMIA HK1 805A 925A/O P- 1.MIAWORLDSPAN TRAVEL/PAT T- 1.T/ TKG FAX-NOT PRICED FARE TYPE EX >4PQ( ENTRY: 4PQ (BASIC QUOTE AS BOOKED) FARE QUOTE OR PI ADDED - END TRANSACTION TO STORE FARE QUOTED 02AUG BY AGT- CE/MIA * PRICING RULES VALIDATING CARRIER DEFAULT KX * SURCHARGE APPLIED * ** 15NOV DEPARTURE DATE/ 15NOV IS LAST DATE TO TICKET * FARE MAY CHANGE UNLESS TICKETED * SALE INDICATOR- SITI BF USD TX USD TX USD TX USD TOTAL USD XT TAX XY TAX US TAX Y TTL USD ADT MIA KX GCM Q KX MIA Q NUC525.00END ROE)> 1002 Page 37

42 Passenger Name Record (PNR) Basic Reservations Redisplayed PNR after price quote 1.1ADAMS/SUSAN*ADT 1 KX 103Y 15NOV TH MIAGCM HK1 1115A 1235P/O 2 KX 102Y 30NOV FR GCMMIA HK1 805A 925A/O P- 1.MIAWORLDSPAN TRAVEL/PAT T- 1.T/ TKG FAX-NOT PRICED FARE TYPE EX FQ- 4PQ FARE QUOTED 02AUG BY AGT-CE/MIA ADT MIA KX GCM Q KX MIA Q NUC525.00END ROE1.00KX XT3.00XA25.00KY5.00SU3.00XF MIA3 BF TX TTL Y26 Modifying/Deleting the Fare Quote Field When the itinerary changes or the ticketing arrangement changes it is best to add a new fare quote to the PNR. To change the fare quote, a new one is added and the original moves to history. See HELP *PARTS for entries to view parts of a PNR. Entry 4PQ 4PQ@ Explanation Add new fare quote to PNR Delete fare quote Page

43 Basic Reservations Passenger Name Record (PNR) GFAX OSI/SSR Messages References: HELP OSI HELP SSR HELP MEAL HELP SSR MISC The function identifier for the general fax field is three (3). This field generates a request for specific services. These requests break into two basic types 1) SSR (Special Service Request) and 2) OSI (Other Service Information). SSR items can include special requests for meals, wheel chairs, and frequent flyer numbers. The OSI items are used to communicate information to another airline. Examples: SSR s 1. Request special Kosher Meal for all segments ENTRY: 3 SA N1 KSML meal code name select segment select A= all segments 2. Add frequent traveler number for segment 1, name 1 ENTRY: 3 S1 N1 FQTV LH FF NUMBER SSR CODE NAME 1 SEGMENT 1 Special processing exists for SSR passport information allowing this information to be provided to the Immigration & Customs departments Page 39

44 Passenger Name Record (PNR) Basic Reservations Example: OSI Traveling with infant, transmit to all airlines (YY) in the itinerary. Everything after YY is free flow text. ENTRY: 3OSIYY W/INF 6MOS Modifying/Deleting the Special Services Fields (OSI, SSR) Reference: HELP Special services requiring confirmation from an airline require notification when the service is changed or no longer needed. In order to accomplish this, the status of the SSR item is changed to XX. This action code generates a message to the carrier advising the service is not needed and places the item in history. To change an SSR, cancel the original request and enter a new one. Entry Explanation 32@MAAS SPEAKS Modify SSR number 2 and add a SPANISH ONLY new SSR for meet and assist w/ freeflow for segment 1 32@ Cancel SSR number 2 Other Service Information (OSI) items not requiring confirmation can be deleted. Entry Explanation 32@OSI YY HONEYMOON COUPLE Change OSI item number 2 with freeflow information 32@ Delete OSI item number 2 Page

45 Basic Reservations Passenger Name Record (PNR) Advanced Passenger Information Processing Reference: HELP API The API template provides the agent a way to create, change, and display passport and Special Service Requests (SSR) with a template rather than manual formats. Passport Special Service Requests (3SSR PSPT ) are used to create a list sent to U.S. Customs and Immigration at the destination. This allows preliminary processing and reduces the amount of time the passenger must spend with Customs officials. The U.S. Department of Transportation (DOT) requires any carrier operating a flight segment arriving or departing the United States to solicit a contact name and telephone contact from each passenger in the PNR. The passenger has the option to refuse to provide this information. The contact information (PCTC) is added to the PNR with a Passenger Contact Special Service Request (3SSR PCTC ). Initiating the API Template The PNR must be retrieved to initiate the API template. The function identifier is *API. Once activated, API processing reads the first passenger s name and automatically populates the API template. The agent can tab through the template to fill in the remaining required information. Data entered in the template must meet the same edits and restrictions as manually entered SSRs. Upon completion, tab to the end of the template and <ENTER>. If there are multiple names in the PNR, a continuation template displays for each name until all name items are complete. When all API templates are complete, accepted, and validated by Worldspan, a corresponding SSR is created or changed in the PNR according to the information supplied in the template. The API mask has a tab stop or a manual entry can be made allowing the agent to bypass the name displayed or all passengers. The agent must end transaction to save new or changed SSRs Page 41

46 Passenger Name Record (PNR) Basic Reservations Passenger Contact Information PCTC Contact data is accepted as complete only if BOTH the contact telephone number and the contact name field have data. In the case of a multi-passenger PNR, several or all of the passengers might want to use the same contact information, for example, a family traveling together. A line REPEAT CONTACT FOR NEXT PAX has been provided in the template. If contact data if filled in for the first (or any) passenger and the REPEAT indicator is changed to Y for yes; the next name item to display contains the contact information already entered into the template. The default is N of NO. If this field is left blank, the default is assumed. Passengers have the right to refuse to provide contact information. If a passenger refuses to provide this information, the default of N for no in the REFUSED data field must be changed to Y for yes. If this field is blank the default of N for no is assumed. Example of API Processing Step 1 Retrieve PNR Action ENTRY: *11/30SEP-COOK NW- M358OU 1.2COOK/LARRY/BETTY*2ADT 2.2DEAN/CHRIS/LUCY*2ADT 1 NW 11Y 30SEP MO DTWNRT HK4 320P 535P 1/O E P- 1.DTWJFK T- 1.T/ TKG FAX-NOT PRICED FARE TYPE EX G- 1.SSRPSPTNWHK1/ /US/21MAR52/M- 2.1 Page

47 Basic Reservations Passenger Name Record (PNR) Step 2 Display API mask. Action ENTRY: *API ******************* A P I VERIFICATION *************** M358OU COOK/LARRY TO BYPASS THIS PASSENGER TRANSMIT HERE >*API-B( >*API-1.1 PAX NAME(COOK/LARRY ) BIRTHDAY(DDMMMYY) NATIONALITY( ) GENDER( ) PASSPORT NUMBER( ) REFUSED(N) CONTACT CNTRY/PHONE( ) CONTACT NAME( ) REPEAT CONTACT FOR NEXT PAX (N) PLEASE COMPLETE/CORRECT DATA AND TRANSMIT NOTE: The blank data fields in the example response indicate no PSPT or PCTC exists for selected name item. 3 Complete the template and enter. In this example the agent repeats the passenger contact information. ******************* A P I VERIFICATION *************** M358OU COOK/LARRY TO BYPASS THIS PASSENGER TRANSMIT HERE >*API-B( >*API-1.1 PAX NAME(COOK/LARRY ) BIRTHDAY(16MAR52) NATIONALITY(US) GENDER(M) PASSPORT NUMBER(V ) REFUSED(N) CONTACT CNTRY/PHONE(US CONTACT NAME(DON SMITH ) REPEAT CONTACT FOR NEXT PAX (Y) PLEASE COMPLETE/CORRECT DATA AND TRANSMIT 4 The contact data is repeated from the last passenger to this passenger. The agent completes the passport data and then tabs to the end of the contact data to enter: 1002 Page 43

48 Passenger Name Record (PNR) Basic Reservations ******************* A P I VERIFICATION ************** M358OU COOK/BETTY TO BYPASS THIS PASSENGER TRANSMIT HERE >*API-B( >*API-1.2 PAX NAME(COOK/BETTY ) BIRTHDAY(17SEP54) NATIONALITY(US) GENDER(F) PASSPORT NUMBER(1673G45F2 ) REFUSED(N) CONTACT CNTRY/PHONE(US ) CONTACT NAME(DON SMITH ) REPEAT CONTACT FOR NEXT PAX (N) PLEASE COMPLETE/CORRECT DATA AND TRANSMIT The contact data is now repeated from the previous passenger but has not been actually entered. Therefore, the agent completes the passport data, tabs to the end of the contact data, and enters. 5 The previous data is accepted as valid and the API template displays with information from the next name in the PNR. ******************* A P I VERIFICATION ************** M358OU DEAN/CHRIS TO BYPASS THIS PASSENGER TRANSMIT HERE >*API-B( >*API-2.1 PAX NAME(DEAN/CHRIS ) BIRTHDAY(21MAR52) NATIONALITY(US) GENDER(M) PASSPORT NUMBER( ) REFUSED(N) CONTACT CNTRY/PHONE(US ) CONTACT NAME(MARK WHITE ) REPEAT CONTACT FOR NEXT PAX (Y) PLEASE COMPLETE/CORRECT DATA AND TRANSMIT The mask is reading the passport information from the 3 SSR PSPT item in the PNR. The agent should request contact information and enter this information in the mask. In this example, the contact information is repeated for the next passenger. Page

49 Basic Reservations Passenger Name Record (PNR) Step Action 6 This is the final name. After completing the fields, the agent enters at the end of the template. ******************* A P I VERIFICATION *************** M358OU DEAN/LUCY TO BYPASS THIS PASSENGER TRANSMIT HERE >*API-B( >*API-2.2 PAX NAME(DEAN/LUCY ) BIRTHDAY(12DEC58) NATIONALITY(US) GENDER(F) PASSPORT NUMBER(J ) REFUSED(N) CONTACT CNTRY/PHONE(US ) CONTACT NAME(MARK WHITE ) REPEAT CONTACT FOR NEXT PAX (N) PLEASE COMPLETE/CORRECT DATA AND TRANSMIT *API PROCESS COMPLETE/END TRANSACT TO FINALIZE 7 End Transaction to store information in the PNR. ENTRY: E Changing PSPT and PCTC SSRs Using the API Template When PSPT and/or PCTC SSRs already exist for a name and the data is brought up in the API template, it can be changed by simply tabbing to the desired field(s) and updating existing data. Entry Explanation *API Initiate API template (PNR must be retrieved). *ABCDEF*API Retrieve PNR and initiate API template. *API-2.1 Initiate API template, select name item 2.1. *API-B Bypass current name item. *API-Q Bypass ALL passengers Page 45

50 Passenger Name Record (PNR) Basic Reservations Retrieving a PNR References: HELP *PNR INFO *PNR Reservations can be retrieved for passengers so long as the requesting airline has a segment within the PNR. When requesting it s own flights, an airline can omit the airline code. There are two basic methods to display a PNR. 1. Retrieve by record locator 2. Retrieve using flight, date, departure city, and last name Examples 1. Retrieve by record locator ENTRY: *YZB8V4 2. Retrieve using flight, date, departure city, and last name ENTRY: *KX104/15NOVMIA-ADAMS While flights can be retrieved without including the boarding point, it is recommended as it decreases the search time and if the flight operates over multiple points or has a date change, the boarding point is required. (Carrier code is optional when displaying carrier s own PNRs). Page

51 Basic Reservations Passenger Name Record (PNR) Retrieving Waitlist PNR s PNR s can be retrieved using any flight segment in the reservation. This includes cancelled and waitlisted flights. To retrieve a flight on waitlist status, add WL to the retrieval entry. (Carrier code is optional when displaying carrier s own PNRs). Similar Names ENTRY: *WLKX103/15NOVMIA-ADAM PNR retrieval can result in a similar name list. This occurs when more than one reservation exists with the same last name or when an exact name match is not found. (Carrier code is optional when displaying carrier s own PNRs). ENTRY: *KX103/15AUG-SMITH (a)kx0103/10aug -SMITH (b) (c) (d) (e) 01 1SANTER/UNDIN X MIAGCM 02 1SANTER/RUBEN X MIAGCM FOR ADDITIONAL NAMES ENTER *0 Field (a) KX0103/10AUG SMITH (b) 01 (c) 1SANTER/UNDIN (d) X (e) MIAGCM Explanation Header line repeats entry in display Number in party Names and titles (abbreviated to 12 characters) Indicates cancellation or change Board and deplane points 1002 Page 47

52 Passenger Name Record (PNR) Basic Reservations The prompt at the bottom displaying FOR ADDITIONAL NAMES ENTER *0 allows you to search for other names without re-typing or respelling the name. To display a PNR from the list use the asterisk (*) and the item number desired. Examples: 1. Display item two in the display ENTRY: *2 2. Return to the similar name list ENTRY: *L 3. Display a different PNR from the list ENTRY: *1 End Transaction References: HELP END INFO END End Transaction (E) files the record in the database, making it available for retrieval at a later time. Upon completion of end transaction, Worldspan performs the necessary functions required to confirm or request the itinerary and transmits any new SSR and OSI items; it is the final edit for PNR correctness. The entry ER ends and redisplays the PNR in one entry. Page

53 Basic Reservations Passenger Name Record (PNR) Ignoring a PNR Once a single field is entered into a PNR, the reservation process is started. If this is a reservation that is not needed, it must be IGNORED in order to clear it from the work area. The function identifier for the Ignore process is I. IGNORED > ENTRY: I When a PNR is ignored, it returns the PNR to file without any changes. Any confirmed seats are returned to inventory and any work in progress is cancelled. Ignore also keeps the work area clean and free of partial reservations. A PNR that has been previously ended and received a record locator can be ignored and redisplayed (IR). Entry E ER I IR Explanation End transaction End transaction and redisplay Ignore transaction Ignore transaction and redisplay PNR Active / Simultaneous Change There are times when a PNR is retrieved and is already in use. Another person might be viewing or updating the PNR, or an inbound message could be processing in the reservation. When this situation happens, a message displays at the top of the PNR advising of PNR activity Page 49

54 Passenger Name Record (PNR) Basic Reservations *PNR ACTIVE/IGNORE AND TRY LATER* KX- 7QAGPJ 1.1ADAMS/SUSAN*ADT 1 KX 103V 10AUG FR MIAGCM HL1 1130A 1150A/O 2 KX 103Y 15NOV TH MIAGCM HK1 1115A 1235P/O 3 KX 102Y 30NOV FR GCMMIA HK1 805A 925A/O P- 1.MIAWORLDSPAN TRAVEL/PAT T- 1.T/ TKG FAX-NOT PRICED FARE TYPE EX Only one update at a time can be processed in a PNR. When the above warning message is displayed, it is recommended to Ignore and Redisplay (IR) the PNR. If a transaction has occurred in the PNR and the record was ended, the following message is received when End Transaction (E) is attempted. SIMULT CHGS TO PNR When this error is returned, the PNR must be ignored and redisplayed. The changes must then be re-entered and saved to the PNR. Page

55 Basic Reservations Passenger Name Record (PNR) Copy/Clone a PNR References: HELP ECPNR INFO COPY Worldspan provides the ability to copy/clone a PNR. This format can be used when multiple passengers require the same flights as an existing passenger. The function identifier for copy is EC. There are 4 basic steps to copy/clone a reservation, but many other qualifiers can be added. Step Action 1 Retrieve the PNR to be copied. 2 Type the copy command (EC) and <enter> 3 The new PNR displays. Add name field, phone field, form of payment, and other required information. 4 End transact (ER) the new reservations to complete Page 51

56 Passenger Name Record (PNR) Basic Reservations Reduce Number in Party Reference: HELP REDUCE When a PNR contains 2 or more passengers and not all want to cancel the reservation, the reduce number in party function ($) should be used. This process adjusts the number of seats and names in the reservation. The number of passengers to remain in the reservation is the number used in the entry. Example Sample PNR Name Field 1.1ADAMS/SUSAN.MS*ADT 2.3BROWN/HOWARD/GARY/CINDY*2ADT/C05 3.1ANDERSON/ROBERT.MR*ADT 4.1GARCIA/JOSE*ADT Step Action 1 The Brown party of 3 and Garcia party of 1 need to cancel from the PNR. ENTRY: $2 PARTY NOW 2 2 Now the name fields need to be modified to match the number in party. The name fields should be deleted in descending order. ENTRY: -4@#-2@ This format deletes the fourth and second name fields leaving only Susan Adams and Robert Anderson in the PNR. Page

57 Basic Reservations Passenger Name Record (PNR) Dividing a PNR Reference: HELP DIVIDE When 2 or more passengers are booked in a PNR and a passenger(s) need to change where the itineraries no longer match, the divide process should be used. The divide process copies the PNR and places the selected names in the new reservation. If there are nameselected remarks or special service items (SSR), those items remain with the name associated. A Split Party remark is added to crossreference the two PNR s. To undo a divide, ignore (I) prior to end transaction and the PNR is returned to its original state. The end transaction (E) process returns both PNR file addresses; therefore, end and redisplay (ER) cannot be used when dividing a PNR. Entry Explanation D2 Divide name 2 from the original PNR D1*3 Divide name 1 and 3 from the original PNR D2.1 Divide the first person in the second name field from the original PNR D2.1.3 Divide the first and third persons from the second name field from the original PNR Divide PNR - example Step Action 1 Display PNR to be divided. ENTRY: *103/15JUN-PATEL 1002 Page 53